Main Roles and Responsibilities:

Administrative Duties:

  • Support the CEO to manage workload and activities.
  • Co-ordinate and maintain the diary of the CEO including organizing of all appointments, meetings, travel arrangements.
  • Monitor, respond to and re-direct general enquiry emails.
  • Answer the direct / mobile telephone line, monitor telephones and manage interruptions to support the effective time management of the team.
  • Identify, anticipate and prepare information requirements of the CEO for meetings, appointments, presentations etc. and follow up inward and outwards requests for information, outstanding reports, and correspondence.
  • Liaise with and support team members business related travel arrangements
  • Arrange meeting rooms for internal and external meetings as requested, and in advance for recurring meetings
  • Schedule team meetings, prepare agenda and draft minutes
  • Attend all Department meetings, take minutes and be point of contact for all Directors.
  • Assist with the coordination of specific projects e.g. Marketing News letters, Expo’s etc.
  • Basic Overview as below:

– reading, monitoring and responding to the principal’s email,

– answering calls and handling queries,

– preparing correspondence on the principal’s behalf,

– commissioning work on the principal’s behalf,

– liaising with staff, clients, etc.

– managing the principal’s electronic diary,

– booking meetings,

– organizing travel and preparing complex travel itineraries,

– attend meetings on your boss’s behalf

– writing minutes,

– taking dictation,

– planning, organizing and managing events,

– managing a budget,

– attending events/meetings as the principal’s representative,

– conducting research on the internet,

– writing reports, executive summaries and newsletters,

– preparing presentations,

– preparing papers for meetings,

– managing and reviewing filing and office systems,

– updating websites,

– typing documents,

– sourcing and ordering stationery and office equipment,

– managing projects,

– managing an Assistant.

Salesforce:

  • Administrator the Key Sales accounts including managing / coordinating with the teams.
  • Manage leads by assigning them to relevant leads.
  • Create reports based on team performance.
  • First point of contact for Sales force support enquiries from team on behalf of CEO.

Finance:

  • Process all team expense claim forms that needs CEO approvals.
  • General Experience in Offie duties
  • Example : leading a team, project/bud get/portfolio management
  • At least 3 years’ experience in a team coordinator/PA/admin role; experience in diary management, travel arrangement, expense claims and good telephone manner.
  • Demonstrated knowledge and experience of managing a team i n an administrative capacity.

Skills:

  • Advanced excel, Great English Speaking & PR Skills.
  • Ability to prioritize administrative duties, organize and prioritize work for self and CEO in an Environment with multiple and conflicting demands
  • Capacity to balance the need to operate independently or work as part of a team, as tasks
  • Ability to provide reliable administrative support to Sales & marketing team members and maintain a positive team spirit.
  • Ability to communicate effectively both internally and externally and contribute positively to add the dynamic factor to the team.
  • Well developed writing sk ills with high attention to detail.
  • Well-rounded inter-personal skill set. Good attention to detail and organizational skills with the capacity to build strong team relationships, work effectively in team environment, and initiate process improvements where required
  • Ability to maintain confidentiality and handle sensitive matters diplomatically and discreetly.
  • IT (word, excel, power point)
  • Preferably should be Apple , Mac proficient
  • Intermediate skills in Word and Excel, PowerPoint, Email and Internet software packages.
  • Accurate typing, 40+wpm
  • Knowledge of Sales preferred
  • Basic IT knowledge and troubleshooting skills.
  • Behavioral Skills sets: problem solving, communication skills, influencing skills, project management, strategic thinking, results orientation
  • Highly self-motivated
  • High attention to detail
  • Organized
  • Positive ‘ca n do’ attitude.


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